How To Email an Excel Spreadsheet

Did you know you can email an Excel spreadsheet in various ways?

Though Microsoft Excel has over a billion users worldwide, many still struggle to maximize this office tool. One of the things some users struggle with is emailing an Excel spreadsheet effectively. Whether you're sharing financial reports, project trackers, or client databases, ensure your spreadsheet reaches the recipient intact and accessible.

But should you send it as an attachment or a link? This guide will discuss the most efficient and secure ways to email an Excel spreadsheet.

Method 1: Sending an Excel Spreadsheet As an Email Attachment

The easiest way to share an Excel spreadsheet via email is by attaching it to a message. You can get it done in a few steps:

1. Open your email client (e.g., Gmail, Outlook, Yahoo Mail).

2. Click "Compose" (or "New Email" in some email clients).

3. Click the attachment icon (usually represented by a paperclip).

4. Locate and select your Excel file from your computer.

5. Attach the file and ensure it appears in the email.

6. Enter the recipient’s email address, subject, and message before clicking "Send."

Alternative: Sending an Excel file directly from Excel.

If you are working on an Excel spreadsheet and want to send it without leaving the application, you can send it directly from the app. Excel has a built-in feature for quick sharing.

• Open your Excel workbook.

• Click File > Share > Email.

• Select an option under Attach a copy instead.

  

• Your default email client (e.g., Outlook) will open with the attached Excel file.

• Enter the recipient’s email address and send the file.

Method 2: Sending a Single Worksheet Instead of the Entire Workbook

Sometimes, you only need to send a single sheet from a larger Excel file. This prevents sharing unnecessary data and keeps your email concise. Follow these steps:

Step 1: Add the 'Send to Mail Recipient' option.

Start by adding the send to Mail Recipient' option from the Quick Access Toolbar:

1. Open Excel and click the Customize Quick Access Toolbar (small dropdown arrow in the top-left corner).

2. Select More Commands.

   

3. In the Choose commands from dropdown, select All Commands.

   

4. Scroll down and find Send to Mail Recipient.

5. Click Add, then OK to add it to the Quick Access Toolbar.

   

Step 2: Extract and send a single worksheet.

Now, you can email your worksheet:

1. Open the Excel workbook and navigate to the worksheet you want to send.

2. Right-click on the worksheet tab and select Move or Copy.

   

3. In the To book dropdown, select (new book) and check Create a copy.

4. Click OK, and a new workbook will open with only the selected worksheet.

   

5. Click the Send to Mail Recipient button from the Quick Access Toolbar.

   

6. Choose Send as Attachment to attach only the single worksheet.

   

7. Enter the recipient’s email address, subject, and message, then click Send.

Method 3: Embedding Excel Data in an Email Body

Embedding Excel data in an email body allows recipients to view the information immediately without downloading attachments. It also ensures better readability, especially for small datasets, while reducing the risk of compatibility issues with different Excel versions.

1. Add the "Send to Mail Recipient' option as we showed earlier.

2. Open the Excel file and select the data you want to embed.

3. Click the Send to Mail Recipient button from the Quick Access Toolbar.

   

4. A new email window will open within Excel, with options to Send the entire workbook as an attachment or Send the selection as the message body.

   

5. Choose Send the selection as the message body.

6. Enter the recipient’s email, subject, and any additional message.

7. Click Send to email the embedded data.

Considerations When Emailing Excel Files

When sending an Excel spreadsheet via email, there are a few important factors to keep in mind. Below are key considerations to ensure smooth delivery and accessibility.

1. File size limits.

Most email providers have attachment limits (typically 20–25 MB). If your Excel file is too large, try:

• Compressing the file (Right-click > Send to > Compressed (zipped) folder).

• Converting to PDF (File > Save As > PDF).

• Using a cloud-sharing method (explained in the next section).

2. Compatibility issues.

Not all recipients may have the latest version of Excel. To ensure accessibility, save your file in a compatible format:

• .xlsx (default format) – Best for newer Excel versions.

• .xls (older format) – Use for recipients with older Excel versions.

• .csv (comma-separated values) – If sharing plain data without formatting.

3. Security precautions.

If your spreadsheet contains sensitive or confidential data, consider:

• Password-protecting the file (File > Info > Protect Workbook > Encrypt with Password).

• Sending a secure link via cloud storage instead of an attachment.

Alternative to Emailing an Excel File

If your file is too large or requires multiple people to collaborate, try the alternative sharing methods in this section. These options ensure that all collaborators are working on the latest version of the spreadsheet.

1. Cloud storage (Google Drive, OneDrive, Dropbox).

Instead of emailing large files, upload them to a cloud service and share a link:

• Upload the Excel file to Google Drive, OneDrive, or Dropbox.

• Click "Share" and set the appropriate permissions (View or Edit).

• Copy the shareable link and paste it into your email instead of attaching the file.

2. Collaboration.

You can upload your Excel file to OneDrive or SharePoint and then share a collaborative link that allows multiple users to edit the file simultaneously. Here's how to enable real-time collaboration in Excel:

• Save the Excel file to OneDrive or SharePoint (File > Save As > OneDrive or SharePoint).

• Click "Share" in the top-right corner of Excel.

• Enter the recipient’s email address and set their access level (View or Edit).

• Click "Send" or copy the link to share via email or chat.

Conclusion

Emailing an Excel spreadsheet is simple when you choose the right method for your needs. Each approach discussed in this guide ensures your recipient gets the information efficiently. Follow our guide to send Excel files securely and avoid common issues like file size limits and compatibility errors.

For more easy-to-follow Excel guides and the latest Excel Templates, visit Simple Sheets and the related articles section of this blog post.

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FAQ

1. Can I email an Excel file directly from the Excel application?

You can send an Excel file directly from the app by clicking File > Share > Email > Send as Attachment. This automatically opens your email client with the Excel file attached, ready to send.

2. What should I do if my Excel file is too large to email?

If your file exceeds email size limits, try compressing it into a ZIP file or saving it as a PDF. Alternatively, upload it to OneDrive, Google Drive, or Dropbox and share a link.

3. How can I collaborate on an Excel file without emailing it?

Upload your Excel file to OneDrive or SharePoint and share a link for real-time collaboration. This allows multiple users to edit the file simultaneously without version conflicts.

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